Document management systems 477/2025

FOI Reference: 477/2025

Request:

1. I would like to ask what electronic document management system your institution use?
2. How long do you use this system?
3. Is it possible to estimate how much it costs to maintain the system on an annual basis?

Response 1:

I can confirm that Dyfed-Powys Police does hold the information requested, the details of which are as follows:

NicheRMS is an operational system which stores documents linked to cases. For other documents a mix of MS Teams and Sharepoint are used.

Response 2:

I can confirm that Dyfed-Powys Police does hold the information requested, the details of which are as follows

NicheRMS – we have used this system since 15th May 2023 and are contracted to 31st March 2028.

MS Teams/Sharepoint – We have an Enterprise agreement for 3 years to April 2028. We have used both products for a number of years.

Response 3:

I can confirm that Dyfed-Powys Police does hold the information requested, the details of which are as follows:

NicheRMS is a wider operational system which stores documents linked to cases, it is not possible to split the costs for document management.

MS Teams and Sharepoint are licensed per user but includes significantly more functionality than only both products. It is not possible to split the costs.                                   

It should be noted that owing to the systems adopted by Dyfed-Powys Police in relation to the recording of such matters the information provided may or may not be accurate.        

(This is a response under the Freedom of Information Act 2000 and disclosed on 13/05/2025)